Office Administrator - Mat Leave Coverage

SCOPE

• Through effective customer service and interpersonal skills, the incumbent of this position will be managing orders for the Shell Delivering for our Accounts (DFOA) program.

RESPONSIBILITY

• Checking Shell Portal throughout the day
• Transfer Shell orders to chempax
  • Create new ship to address under Shell Canada
• Scan orders and B/L to affected branches
• Invoice orders in Shell Portal and Chempax once product has been delivered
• Update spreadsheet for each order
  • Customer information, Product ordered, amount of product delivered, Shell Order Number, Branch, Due Date, Delivery date, DFOA reimbursement number, Boss Invoice Number, and Notes
• Contact local Vendor Management Inventory (VMI) customers to arrange delivery
• Create orders in Shell Portal for VMI customers
• Tracking deliveries ensuring customer’s requirements are being met.
• Print off DFOA Reimbursements and match to Boss Lubricants Invoices.
  • The DFOA reimbursement form including Boss invoice numbers are given to A/C and A/P.
• Tracking rebranded product
• Direct contact for Shell inquiries
• Other duties as required.

QUALIFICATIONS/REQUIREMENTS

• Education
  • Minimum - Completion of High School

• Knowledge
  • Basic knowledge of oil/lube industry
  • Knowledge of city of Calgary orientation
  • Knowledge of MS products and applications

• Experience
  • Developing customer relationships
  • Editing and proofreading documentation
  • Proven computer skills and using various software packages, including MS Office products and database applications

• Abilities
  • Adapt and learn new computer systems, applications and software
  • Mediate client issues and concerns
  • Multi-task and re-shift priorities efficiently as needed
  • Work in a fast-paced environment
  • Organized and detail orientated
  • Work with minimal supervision

• Personal Suitability
  • Maintain the utmost in professional conduct with clients
  • Exude professionalism and customer-service – BOSS’ core values
  • Thorough and attentive to detail
  • Be organized and ensure timely follow-up communication
  • Computer literate and savvy
  • Takes pride in their work